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Extending your SharePoint Information Architecture to Microsoft Teams

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Presentation given at SharePoint Saturday Utah, February 9th, 2019 at the Karen G. Miller Conference Center at Salt Lake Community College (SLCC) in Sandy, Utah.

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Extending your SharePoint Information Architecture to Microsoft Teams

  1. 1. Extending your SharePoint IA to Microsoft Teams Christian Buckley Founder & CEO of CollabTalk LLC Microsoft RD & MVP
  2. 2. Thank you to our SharePoint Saturday Utah Sponsors! PLATINUM GOLD SILVER ShareSki & SharePint Join our Meetup! Meetup.com /Microsoft-User-Group-Utah/ @buckleyplanet
  3. 3. COLLABORATION CAN BE COMPLEX @buckleyplanet
  4. 4. https://www.slideshare.net/SPSParis2017/keynote-mark-kashmann-sps-paris-20171014 @buckleyplanet
  5. 5. But does SharePoint fit every collaboration scenario? @buckleyplanet
  6. 6. your sites Communication sitesTeam sites Department Team Project Extranet (Partner, Customer) Committee (Planning, Executive) Initiative, campaign or event Share work with organization Community of practice or interest Training and policies Updates and reports
  7. 7. Communication sitesTeam sites Created by users or admins Created by users or adminsCreated by admins Navigation Theme and logo Search scope Hub sites A communication site or team site News and activity rollup
  8. 8. @buckleyplanet
  9. 9. Outlook SharePoint & OneDrive @buckleyplanet
  10. 10. Outlook Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
  11. 11. Outlook Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive @buckleyplanet
  12. 12. Outlook The “Ubiquitous” Loop Outer Loop • Ideation opportunity and you want input from the entire company • Looking for expertise outside of your working team • Open discussion on topics that should be maintained as part of the organization’s broader knowledge assets Inner Loop • Event team working together on an upcoming customer event • Technical Support trying to resolve an open customer ticket • Project Manager assembling a v-team to collaborate over the life of an initiative SharePoint & OneDrive Groups, Graph, and Security @buckleyplanet
  13. 13. How does all of this impact my information architecture? @buckleyplanet
  14. 14. According to SharePointMaven (consultant Greg Zelfond), SharePoint Information Architecture consists of the following 4 major building blocks: • Site Hierarchy • Navigation & Search • Taxonomy • Security Check out Greg’s blog at https://sharepointmaven.com/ @buckleyplanet
  15. 15. @buckleyplanet
  16. 16. @buckleyplanet
  17. 17. @buckleyplanet
  18. 18. Considerations for the modern intranet  News, announcements & information (top/down, bottom/up)  Collaboration & communication  Personal, team, division, cross-company  Usability, reliability, recognizable (theming and branding)  Reorg, acquisition, growth  Continuous innovation, change management  Mobility and flexibility – informed & engaged  Intranet AND extranet  Who should and can access, create and consume (governance)  Secure and compliant (proactive and reactive)  VPN, multi-factor authentication  Apps and services integration  Out-of-the-box, configuration, customization – budget vs. requirements  Find what you’re looking for (Search, discovery, browse/navigation) @buckleyplanet
  19. 19. Top 10 IA Mistakes (for websites and intranets) 1. No Structure 2. Search and Structure Not Integrated 3. Missing Category Landing Pages 4. Extreme Polyhierarchy 5. Subsites/Microsites Poorly Integrated with Main Site 6. Invisible Navigation Options 7. Uncontrollable Navigation Elements 8. Inconsistent Navigation 9. Too Many Navigation Techniques 10. Made-Up Menu Options https://www.nngroup.com/articles/top-10-ia-mistakes/ @buckleyplanet
  20. 20. @buckleyplanet Reorg?Restructure?Archive?Change management? What this looks like in Teams
  21. 21. https://www.buckleyplanet.com/2018/10/ia-microsoft-teams.html @buckleyplanet
  22. 22. 1. How do you define Information Architecture, and how well do users understand and adhere to this definition? @buckleyplanet
  23. 23. According to fellow MVP and SharePoint Librarian Sarah Haase, SharePoint information architecture is “the art and science of organizing, storing, and labeling content (e.g. documents, list data, Office 365 groups, SharePoint sites, etc.) to support content findability and usability.” She wrote a great blog post on the evolution of the modern SharePoint site, and how there is now the need of “flat” SharePoint IA: https://regarding365.com/information-architecture-in-a-flat-sharepoint-world-934885869e8a @buckleyplanet
  24. 24. @buckleyplanet
  25. 25. @buckleyplanet
  26. 26. In 1998, Louis Rosenfield and Peter Morville published Information Architecture and the World Wide Web, a text about applying the principles of architecture and library science to web site design. Morville and Rosenfeld describe the relationship between users, context, and content as “information ecology” and visualized it in a venn diagram. @buckleyplanet “You only understand information relative to what you already understand.” Richard Saul Wurman
  27. 27. @buckleyplanet 2. What is the state of Information Architecture in Microsoft Teams today?
  28. 28. @buckleyplanet 3. Are there “best practices” for aligning Microsoft Teams information architecture with SharePoint and other workloads?
  29. 29. @buckleyplanet 4. Is there still confusion around ‘which tool, when?’ in Office 365, and does this impact IA adherence?
  30. 30. @buckleyplanet 5. What is the state of navigation and search across Microsoft Teams and other workloads?
  31. 31. @buckleyplanet 6. How does an organization manage taxonomy as Microsoft Teams becomes more prevalent?
  32. 32. @buckleyplanet 7. What 3 things should organizations do to begin information architecture planning for Microsoft Teams?
  33. 33. Words of Wisdom from Microsoft Having a solid information architecture is an important prerequisite for realizing a well-maintained and well- performing portal. Designing the optimal structure requires detailed planning. If not done properly, you can adversely affect user adoption or have significant performance issues; the likelihood of both is very possible. Consider the following factors: • Business objectives and the organizational structure. • The kind of content you are dealing with. Is the content collaborative or published content? • Content classification and confidentiality. • Life-cycle of the content, and possible retention/disposition strategies. This also applies to sites as well. • Users of the content, their behaviors, common tasks, and expectations. After you know more about the users, the content, and the portal's intended usage, you will have a good foundation to start with and can possibly avoid some of the common pitfalls around information architecture. Information architecture is not a one-time process, rather, it a continuous process. While an optimal information architecture may not always be obvious to end-users, a poorly designed and managed information architecture will certainly be remembered if the experience is a bad one. Keep measuring, keep evolving, and keep it relevant and fresh. https://docs.microsoft.com/en-us/sharepoint/dev/solution-guidance/portal-information-architecture @buckleyplanet
  34. 34. Governance in Microsoft Teams https://docs.microsoft.com/en-us/microsoftteams/plan-teams-governance • Group and team creation, naming, classification, and guest access • Document your organization’s requirements for team creation, naming, classification, and guest access. • Identify existing SharePoint sites to be “Groupified” and connected to new Teams • Identify existing Office 365 Groups to also be “Groupified” and connected to new Teams • Plan to implement these requirements as a part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Group and team expiration, retention, and archiving • Document your organization’s requirements for team expiration, data retention, and archiving. • Plan to implement these requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Teams feature management • Document your organization’s requirements for limiting Teams features at the tenant and user level. • Plan to implement your specific requirements as part of your Teams rollout. • Communicate and publish your policies to inform Teams users of the behavior they can expect. • Security and compliance @buckleyplanet
  35. 35. How Microsoft Teams impacts IA
  36. 36. Chat for today’s teams Communicate in the moment and keep everyone in the know Customizable for each team Tailor your workspace to include content and capabilities your team needs every day. A hub for teamwork Give your team quick access to information they need right in Office 365 Security teams trust Get the enterprise-level security and compliance features you expect from Office 365.
  37. 37. Groups Building Blocks
  38. 38. https://sharegate.com/blog/office-365-groups-explained
  39. 39. How can Tabs impact your IA?  Provide an interface into relevant content  Surface sites and tools in context to conversations  Remove the “which tool do you use when?” argument  Provide a quick path to add content into your Teams that may not be properly classified / organized
  40. 40. How about adding Connectors? Push rich content to Microsoft Teams Connect to services like Trello, GitHub, Bing News, Twitter, etc. Receive notifications of team activities for each service / stay in sync Complete tasks within a channel
  41. 41. Will Bots impact my IA? Automate manual tasks Enhance a conversation thread Act as a personal assistant to find information and content Ability to answer natural language questions Run surveys Provide quick status updates on open projects and tasks, kick off workflows, etc Improve the user experience
  42. 42. SharePoint Inside!  SharePoint Online is a required component for Teams.  If you don't have SharePoint Online enabled in your tenant, Teams users are not always able to share files in teams.  Users in private chat will not be able to share files because OneDrive for Business is required for that functionality. https://blogs.technet.microsoft.com/skypehybridguy/2017/10/28/ microsoft-teams-use-an-existing-sharepoint-library/
  43. 43. Exchange Inside!  Exchange Online is also a required component for Teams.  Conversations and meetings are captured within Exchange Online.  Private chats are captured within a hidden folder in the user’s Exchange Online profile, and accessible/discoverable through the Compliance Center.  Hybrid users are still able to collaborate and participate in private chats via the hybrid connector.  While official Microsoft documentation states that hybrid user private chats cannot be managed through the Compliance Center, community members have found that private chats are currently stored within the Teams chat service itself, and can be found through the Compliance Center.
  44. 44. Office 365 Groups Inside!  When you create a team in Microsoft Teams, on the backend, you’re creating an Office 365 Group.  Existing groups can be transitioned into teams.  Restricting team creation can be accomplished through group creation policies.
  45. 45. Memberships and Roles  Team owners are able to invite anyone in the organization they work  Three roles in Teams: o Owner: person who creates the team or assigned the role. Responsible for managing team-wide settings and membership, including invitations. o Team member: the people that have been invited to join the team. o Guests: Office 365 users who are outside of your tenant can be added to the team by team owners (more info @ aka.ms/guestaccesshelp).
  46. 46. Guest access  Guest access is a tenant-level setting in Teams and is turned off by default.  Once enabled, a team owner in Teams can add and manage guests in their teams via the web or desktop.  Only Azure Active Directory or Office 365 work or school account are supported at the moment.
  47. 47. Common question: Does using Teams replace my need for SharePoint?
  48. 48. No, of course not. SharePoint is a core infrastructural component of Microsoft Teams, and works side-by-side with Teams to provide powerful and flexible collaboration options for your organization, with multiple ways to connect with and leverage your legacy – and future – SharePoint content.
  49. 49. What are the “Best Practices” for managing IA in Teams?
  50. 50. Microsoft Teams use cases for each department https://docs.microsoft.com/en-us/microsoftteams/quick-start-enable-teams
  51. 51. www.SuccessWithTeams.com @buckleyplanet #ESPC18
  52. 52. 10 Tips to get Started with Microsoft Teams (From an article by MVP Susan Hanley) 1. Before you create a new Microsoft Team or Office 365 Group, see if one already exists. 2. If you have an existing Group and want to leverage Teams, be sure to connect the Team and Group at set up. 3. Think about naming conventions for Groups and Teams. 4. Create a new Team for each project. 5. Do a little up front planning with your team to identify some initial channels—but don’t go overboard. 6. Try to avoid customizing the default Documents (i.e. Shared%20Documents) library in your Team- connected SharePoint site. 7. Understand the different user experiences for interacting with files in the Teams vs. SharePoint interfaces—and plan accordingly. 8. Determine your “go to” user experience for files, but make it easy see the big picture. 9. Create a link to your Team from SharePoint. 10. Share your tips, ideas, and questions in the Microsoft Tech Community https://www.computerworld.com/article/3179768/enterprise-applications/10-tips-to-get-started-with-microsoft-teams.html
  53. 53. https://fto365dev.blob.core.windows.net/media/Defaul t/DocResources/en-us/Office_365_Adoption_Guide.pdf https://teamworktools.azurewebsites.net/tft/index.html @buckleyplanet
  54. 54. In my personal experience, what works is: • Start by talking to your users about their preferences – don’t design the IA on your own, with all of your personal biases. • Focus on specific business problems – and clear outcomes. • Be consistent! It’s easier to be consistent when governance and change management are the priority. • Test the various solutions – and understand how they will help or hinder your collaboration culture. • Look at your systems holistically, understanding both company-wide and line of business needs – and the gaps between them. • Be prepared to regularly iterate on your strategy. • Organic growth through pilots is the most sustainable model for successful enterprise collaboration.
  55. 55. @buckleyplanet #ESPC18 Mastering Microsoft Teams: End User Guide to Practical Usage, Collaboration, and Governance By MVPs Melissa Hubbard and Matthew Bailey http://bit.ly/MasterTeams
  56. 56. Christian Buckley cbuck@collabtalk.com @buckleyplanet Thank you very much!
  57. 57. cbuck@collabtalk.com +1 425-246-2823 www.CollabTalk.com Contact Us Strategy. Influence. Amplification.

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